Click on the link below, to open the Police Document for Neighbourhood Watch Coordinators-Members Guide.
Folkestone & Hythe Area Neighbourhood Watch
CONSTITUTION – amended May 2019
1. NAME AND AREA
- The organisation shall be called the “Folkestone & Hythe Area Neighbourhood Watch” (hereinafter known as the F&HANW). It was formerly known as the, “Shepway Association of Neighbourhood Watch Schemes.”
- For the purpose of this constitution F&HANW covers the Folkestone and Hythe District excluding Romney Marsh.
1.2 The registered address is Folkestone Baptist Church, Hill Road, Folkestone, Kent, CT19 6LY.
1.3 It is a charity registered with the Charity Commission for England and Wales, registered number 1001181
2. AIMS and OBJECTIVES
2.1 To pursue the following aims and objectives in the Police area or areas serving the Folkestone & Hythe District;
2.2 To promote, for the benefit of the public, good citizenship, increase public participation in the prevention and detection of crime, reduced fear of crime, improve police and community liaison, and increase public and community safety and resilience, in partnership with recognised local authorities and other relevant organisations, so that effective liaison can be achieved
2.3 In pursuit of these objectives the F&HANW will:-
- Support Neighbourhood Watch schemes which have been accepted as members of F&HANW to help them develop and operate. This will include launching new local groups and ensuring provision of all necessary materials and information required to operate a group working with the Police Liaison contact.
- Encourage and promote the establishment of new Neighbourhood Watch schemes, Country Eye membership and such other crime awareness and reduction and community safety schemes and initiatives that may from time to time be identified by F&HANW .
- Ensure effective liaison and where necessary, representation with Police and other community safety partners, and other Neighbourhood Watch organisations at local, county and national level where appropriate.
- Provide a forum for members to discus all relevant matters relating to Neighbourhood Watch and to communicate activities both within F&HANW and Neighbourhood Watch generally
- e) Represent members at other relevant public agencies, local authorities (which may include but are not limited to the Police and District, County, Unitary or other authorities serving the area specified in paragraph 2.1 above) voluntary, community, business and other organisations.
2.4 Seek opportunities to actively promote awareness of Neighbourhood Watch within the community to grow the numbers of active members and local coordinators and communicate the role and purpose of F&HANW.
2.5 To maintain an effective liaison with the Police to ensure the successful maintenance and servicing of all groups in F&HANW, and to facilitate effective communication both between groups and with the Police.
2.6 To raise funds where required for general operation or specific activities, in accordance with the Charity status of F&HANW
2.7 To undertake all other such things as are necessary and lawful for the attainment of the said objectives.
3.1 Membership is open to all members of Neighbourhood Watch, upon satisfactory completion of the joining requirements for members and coordinators of Neighbourhood Watch established by the Police.
4.1 Management of t F&HANW shall be vested in a committee (hereinafter referred to as “the Committee”), the members of which shall be elected at each Annual General Meeting (hereinafter referred to as “AGM”). Candidates for election to the Committee must be Members of F&HANW as defined in paragraph 3 above and may be nominated in writing to the Secretary no less than 14 days prior to the AGM. Nominations must be signed by the candidate and one additional Member.
4.2 The Committee shall comprise up to eight Members of the F&HANW and its meetings may also be attended by a Neighbourhood Watch Liaison Officer nominated by the Police. PCSOs, Wardens and members of the Crime & Safety Unit (CSU) may also attend.
4.3 The Committee will consist of:
- Deputy Chairman
- e) NHW Liaison Officer or a police representative (as a co-opted non-voting member)
- f) Further Committee members may be appointed, up to the overall maximum of 8, as deemed necessary, for example to represent particular geographical areas or to take responsibility for specific functions.
- The Committee may co-opt up to three members to fill any vacancies
4.5 All members of the Committee shall be eligible for re-election at the AGM and shall be exempt from the nomination requirements of paragraph 4.1
4.6 The Committee may invite one or more guests and Coordinators to attend all or part of any Committee meeting. Guests shall submit themselves to the direction of the Chair and shall not be entitled to vote.
4.7 The Committee shall elect a Chairman, Deputy Chairman, Secretary and Treasurer and other officers from among the Committee members, hereinafter referred to as “the Officers” at the first meeting after the AGM. Officers shall be eligible to become Trustees of the registered Charity.
4.8 Membership and roles are to be reviewed annually by the Committee.
4.9 The Committee may from time to time appoint sub-committees to deal in detail with specific projects and prepare recommendations for approval by the Committee. The Committee may invite or co-opt others to provide specialist advice in specific assignments.
4.10 The Committee shall meet as the needs of its business require, but in any event not less than four times each calendar year, one of which may be the Annual General Meeting. At least seven days clear notice of a meeting must be given by the Secretary.
4.11 A quorum of the Committee shall comprise at least three Committee members, one of which must be an Officer.
4.12 Minutes shall be prepared and recorded of all General and Committee meetings of F&HANW and retained by the Secretary. Minutes of all Committee meetings shall be copied to all Committee members whether or not they were in attendance at any particular meeting Minutes of F&HANW meetings will be kept together with all correspondence and will be open to all Police Representatives and Co-ordinators.
4.13 Minutes must be agreed and signed by the meeting’s chair at the start of the next Committee meeting.
5. GENERAL MEETINGS
5.1 The Committee shall hold an Annual General Meeting no more than 14 months after the date of the previous AGM. A minimum of 21 days’ notice of the AGM will be given in writing by the Secretary to all members who are entitled to attend.
5.2 The AGM will be open to all but voting on the business of the AGM and election of the Committee will be restricted to members.
5.3 At the AGM the business shall include the election of the Committee, a report by the Chairman, consideration and approval of the Annual Accounts and the transaction of such other matters as may from time to time be necessary.
5.4 The Committee may call an Extraordinary or Special General Meeting (“EGM/SGM”) at any time should they consider it warranted. Any six members may at any time call an EGM/SGM by writing to the Secretary clearly stating the business they wish discussed. The letter must be signed by all applicants. Representation and voting at any EGM shall be as in 5.2above.
5.5 Resolutions put to the vote, except as covered by Paragraph 6 below, shall be decided by a simple majority of members present on a show of hands. 5.6 The quorum necessary for the transaction of business at the Annual General Meetings or EGM/SGM shall be 7 members
5.7 If a quorum is not present within half an hour from the time appointed for the meeting, or if during a Meeting a quorum ceases to be present, the Meeting shall stand adjourned to such time and place as the Chairman shall determine.
6.1 All financial matters shall be administered by the Committee/Trustees on behalf of F&HANW
6.2 Funds required will be obtained by donations, grants, sponsorship or other fund-raising activities.
6.3 No expenditure shall be paid or authorised, nor shall any loan or other financial undertaking, contract or agreement be entered into which would cause the liabilities of F&HANW to exceed its assets.
6.4 All funds raised by or on behalf of the F&HANW shall be applied solely to further the purposes of F&HANW
6.5 The Treasurer will hold monies of F&HANW in the Lloyds Bank in Folkestone or with such bank, or any other financial organisation, as the Committee shall from time to time decide; the Committee shall authorise three persons, one always being the Treasurer and two other Officers, to sign cheques on behalf of F&HANW; all cheques must be signed by two of the authorised signatories.
6.6 The Treasurer shall keep proper accounts of the income and expenditure of F&HANW (“the Accounts”) and shall present a financial report at each committee meeting.
6.7 If required the Accounts shall be examined in accordance with the requirements of the Charity Commission by an independent examiner appointed by the AGM.
6..8 A statement of the Accounts, examined under the provision of paragraph 7.9, for the last financial year shall be submitted by the Committee to the AGM.
6.9 The Committee shall be authorised to:
- Refund any legitimate out-of-pocket expenses incurred by any Officer or Committee member as a result of their duties on behalf of F&HANW
- Make payment of remuneration to any other person or persons for services rendered to F&HANW if agreed by the Committee and Treasurer.
6.10 F&HANW will be prepared to hold, as a ring-fenced sum within its general fund, monies passed to it from any NHW Schemes in Folkestone and Hythe area. If within 24 months of the closure of a scheme a new scheme is registered covering the area of the closed scheme, F&HANW will offer repayment of the original sum into a bank account in the name of the new scheme. If, however, after the passing of 24 months, no new scheme has been registered, F&HANW will deem the said monies available for general use in pursuing F&HANW aims and objectives as defined by the Constitution.
6.11 A list of closed schemes, for which monies are held in accordance with sub paragraph 6.10 above, shall be maintained by the Treasurer. The amounts held for each such Scheme will be duly noted in F&HANW accounts.
7. ALTERATIONS TO THIS CONSTITUTION
7.1 Alterations to the Constitution shall be made only by a vote of at least two thirds majority of members present and voting at an Annual General Meeting or Extraordinary General Meeting provided at least 21 days’ notice in writing of such a meeting setting out the proposed alterations has been sent to by the Secretary to all members.
8.1 If the Committee, by a simple majority, decide at any time that on the grounds of expense or otherwise, it is necessary or advisable to dissolve F&HANW, it shall call a Special General Meeting of all members of F&HANW who have power to vote, to consider a motion to dissolve the F&HANW.
8.2 The notice shall be given at least 21 days before the meeting which shall contain the wording of the resolution.
8.3 If a simple TWO THIRDS majority of members present and voting at the meeting vote for the resolution, F&HANW will be dissolved.
8.4 In the event of the dissolution of F&HANW a meeting of the Committee shall be called which shall make proposals for the manner in which any monies and chattels remaining, after the settlement of all debts and liabilities, shall be disposed of.
8.5 Any assets remaining after all debts and liabilities have been discharged shall not be distributed among the members but shall be transferred to such Charitable Institution or Institutions having objects similar to the objects of F&HANW as the Committee may determine, and in-so-far as effect cannot be given to this provision, then to some other Charitable purpose.
9.1 It is intended that all matters relating to the membership of F&HANW and all decisions and actions undertaken by it and its members will be reviewed in order to ensure that there is no potential for discrimination on the grounds of race, faith, age, disability, sexual orientation or gender.
Adopted by: AGM Date 7th May 2019